THE 43 rd FEBS CONGRESS BIOCHEMISTRY FOREVER PRAGUE 201 JULY 7 12, 2018 PRAGUE, CZECH REPUBLIC SPONSORSHIP AND EXHIBITION PROSPECTUS 2018.FEBSCONGRESS.ORG
TABLE OF CONTENT THE SOCIETY... 3 About FEBS Congresses... 3 CONGRESS DETAILS... 4 GENERAL INFORMATION... 5 LOCATION AND VENUE... 6 PRAGUE CONGRESS CENTRE... 6 INDUSTRY SUPPORT CATEGORIES AND BENEFITS... 7 Support Categories... 7 EDUCATIONAL SUPPORT OPPORTUNITIES... 8 SUPPORTER CATEGORIES... 9 GOLD SUPPORTER PACKAGE... 9 SILVER SUPPORTER PACKAGE... 10 BRONZE SUPPORTER PACKAGE... 11 GENRAL SUPPORTER PACKAGE... 11 PROMOTIONAL SUPPORT OPPORTUNITIES... 12 CONGRESS BAGS... 12 CONGRESS BADGE LANYARDS... 12 NOTEPADS OR PENS... 12 CHARGING BOX... 12 DIGITAL/TOUCH SCREEN SIGNAGE... 13 WI-FI SERVICE... 13 INTERNET SERVICE AREA... 13 SPEAKERS READY ROOM... 13 WELCOME RECEPTION/NETWORKING EVENT... 14 COFFEE BREAKS... 14 LUNCH... 14 CORPORATE SUITES / MEETING ROOMS... 15 1
ADVERTISING SUPPORT OPPORTUNITIES... 16 EXHIBITION... 18 ADDITIONAL INFORMATION FOR SUPPORTERS & EXHIBITORS... 20 CONTRACTS & CONFIRMATION... 20 SUPPORT TERMS & CONDITIONS... 20 VAT INFORMATION... 20 BOOKING FORM AND CONTRACT... 21 EXHIBITION ORDER FORM... 24 CONTRACT... 25 TERMS OF PAYMENT... 25 PAYMENT METHODS... 25 CANCELLATION / MODIFICATION POLICY... 25 TERMS AND CONDITIONS... 26 2
THE SOCIETY Founded on 1st January 1964, The Federation of European Biochemical Societies (FEBS) has become one of Europe s largest organisations in the molecular life sciences, with over 35,000 members across more than 35 biochemistry and molecular biology societies (its Constituent Societies ) in different countries of Europe and neighbouring regions. FEBS thereby provides a voice to a large part of the academic research and teaching community in Europe and beyond. As a charitable organisation, FEBS promotes, encourages and supports biochemistry, molecular biology, cell biology, molecular biophysics and related research areas in a variety of ways, with an emphasis in many programmes on scientific exchange and cooperation between scientists working in different countries, and on promotion of the training of early-career scientists. About FEBS Congresses The FEBS Congress aims to provide an outstanding international forum in the area of Europe and neighbouring regions for the face to face exchange of knowledge and ideas across the molecular life sciences. The core scientific programme comprises inspiring plenary lectures from distinguished researchers working in areas of high topical interest, and a range of themed symposia providing focused updates from leading experts in each field. The contribution of participants towards the scientific discussion at the event is encouraged by the opportunity to present work through extensive poster sessions, and submitted abstracts may also be considered for oral presentations. The broad subject coverage of the Congress and its size provide an excellent setting for participants to gain valuable insight into progress in research areas beyond their own. In addition, a range of special sessions aim to engage participants on wider issues, such as teaching in the molecular life sciences, and science and society questions. A commercial exhibition provides additional interest. The FEBS Congress has a strong emphasis on support, education and inspiration for the next generation of scientists, with a bursary scheme for early-career researchers, a satellite Young Scientists Forum, and activities to encourage interaction with peers and experts. Altogether the FEBS Congress aims to be an exemplary cross-discipline gathering in the molecular life sciences for research presentation, discussion, learning, inspiration and encouragement with participants leaving with new research knowledge and ideas, and perhaps the beginnings of international collaborations and friendships. For more on FEBS Congresses, visit the Congress section of the FEBS website www.febs.org. 3
CONGRESS DETAILS Why Should You Participate? Demonstrate your company s leadership in the field of molecular life sciences. Reach key thought leaders, academic and industry researchers and also the upcoming generation of scientists from all around the world. Raise your company s visibility in the field. Exhibit and distribute your marketing and promotional materials. Convene a corporate symposium. Congress Objectives for supporters and exhibitors: Attract local, national and international sponsors and exhibitors amongst biotech and pharmaceutical companies, along with academic Institutions and Research Centres Provide an exciting marketing and scientific environment for sponsors and exhibitors of both private enterprise and academia Supply the means for creating an interactive and affordable setting for sponsors and exhibitors Facilitate the presentation of new, innovative technologies to researchers Assist the internationalisation of national companies Publicise research and training programmes of academic groups 4
GENERAL INFORMATION Date: 7-12 July 2018 Venue: Prague Congress Centre Address: 5.kvetna 65, Prague 4, Czech Republic www.kcp.cz/en/homepage Participants: 1,600 expected Congress Organiser: C-IN CZECH-IN s.r.o. Address: 5.kvetna 65, 14021 Phone: +420 261 174 301 E-mail: febs2018@c-in.eu Project Manager and General Inquiries Mrs. Petra Kamenska E-mail: petra.kamenska@c-in.eu Exhibition / Support: Mrs. Jana Dvorakova Tel: +420 777 791 252 E-mail: jana.dvorakova@c-in.eu 5
LOCATION AND VENUE PRAGUE CONGRESS CENTRE The Prague Congress Centre is one of the largest and best equipped European centers. It is located in a unique position on top of one of the Prague hills, offering a beautiful view of the famous skyline of Prague, with the silhouette of the Prague Castle. The Centre has 20 halls and 50 meeting rooms with capacity ranging from 12 to 2764 persons. Adjacent metro station (Vyšehrad - Line C) is only two stops from downtown Prague. Prague Congress Centre Website - www.kcp.cz For the FEBS 2018, the exhibition space is planned on the 2nd and 3rd floor in the Congress Hall foyer.the PCC s website offers pictures and a virtual tour of the foyer but we would be happy to organise a site inspection for you if required. 6
INDUSTRY SUPPORT CATEGORIES AND BENEFITS Support Categories You will be given a support category status dependent upon the total amount of your support. The total contribution will consist of items such as advertisements, satellite symposia and exhibition space. You will benefit from outstanding advantages linked to your supporter category. Status will be allocated as follows: Category Minimum Contribution Gold Supporter 35,000 Silver Supporter 20,000 Bronze Supporter 10,000 General Supporter 5,000 Industry Support Benefits Benefit Supporter s logo (company logo only, no product logos) with hyperlink on Congress website Supporter s logo (company logo only, no product logos) in the Programme Gold Supporter Silver Supporter Bronze Supporter General Supporter Congress registrations 6 4 2 1 Acknowledgement on Supporters Board on-site Tweeting a quick thank you on the @febsnews Twitter account Branded items will carry company logos only. No products logos or advertisements are permitted. SPECIAL REQUESTS Tailored packages can be arranged to suit your objectives. Feel free to contact the Industry Support and Exhibition Manager to discuss your needs: Jana Dvorakova, jana.dvorakova@c-in.eu 7
EDUCATIONAL SUPPORT OPPORTUNITIES Education in the molecular life sciences plays an important role in advancing progress in basic research, ultimately impacting areas such as human health, agriculture, environment and biotechnology. By providing an educational grant in support of the educational opportunities below, you are making a vital contribution to these efforts. UNRESTRICTED EDUCATIONAL GRANTS Grants of any amount, whether for the overall programme or for individual sessions, are appreciated and important to the success of the event. All support will be recognised in the Industry Support and Exhibition section of the programme guide, on the event website, and with signage during the event. EDUCATIONAL GRANT IN SUPPORT OF AN EXISTING SESSION 7,000 An existing scientific session accepted or invited by the Scientific Committee and supported by an Educational Grant from the industry. Hands off support, no influence over any scientific/education elements Support will be acknowledged in the Programme as: Session Title, Supported by an Educational Grant from Company name Support can be acknowledged in the beginning of the session by the moderator, followed by a slide presenting the logo of the company (optional) Support will be recognised in the Industry Support and Exhibition section of the Programme, on the event website, and on signage during the event POSTER BOARDS 3,500 Support will be recognised with signage at the entrance to the Poster area with Supported by... and a company logo only Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event CONGRESS APP Notifications 1,500 1 push notification sent to all participants onsite who downloaded the app Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and on signage during the event 8
SUPPORTER CATEGORIES GOLD SUPPORTER PACKAGE 35,000 Plenary Satellite Symposium Opportunity to organise an Official Satellite Symposium a Parallel Hall, up to 60 minutes (Programme subject to the approval of the Congress Scientific Committee) Includes: hall rental, standard audio/visual equipment, display table Permission to use the phrase: Official Satellite symposium of FEBS 2018 Symposia Programmes will be included in the Programme (subject to receipt by publishing deadline) The timeslots will be advised once the programme will be finalised and will be allocated on a first come, first served basis. Registration: 6 full registrations Exhibition Space 24m2 Exhibition space (additional space can be purchased at a reduced cost of 350 + VAT per square meter) (subject to completion of the Exhibition Booking Form) 6 exhibition badges Advertisement Inclusion of Company s symposium invitation in the registration package (insert to be provided by company) Inside back page/front page Colour Advertisement in the programme (for the first two companies. The third company could get a middle spread if applicable and if not- an inside page advertisement). 9
SILVER SUPPORTER PACKAGE 20,000 Parallel Satellite Symposium Opportunity to organise an Official Satellite Symposium in a Parallel Hall, up to 30 minutes (Programme subject to the approval of the Congress Scientific Committee) Includes: hall rental, standard audio/visual equipment, display table Permission to use the phrase: Official Satellite symposium of FEBS 2018 Symposia Programmes will be included in the Programme (subject to receipt by publishing deadline) The timeslots will be advised once the programme will be finalised and will be allocated on a first come, first served basis Registration: 4 full registrations Exhibition Space 15m2 Exhibition space (additional space can be purchased at a reduced cost of 350 + VAT per square meter) (subject to completion of the Exhibition Booking Form) 4 exhibition badges Advertisement Inclusion of Company s symposium invitation in the registration package (insert to be provided by company) Inside page Colour Advertisement in the programme For the above Satellite Symposium packages, the following apply: Satellite Symposia/workshops are offered to industry a commercial/promotional sessions and are allocated on a first-come, first-served basis. Supporting companies are free to choose topics, invite speakers, and control content. However, topic and programme are subject to approval by the scientific committee. In case where the scientific committee does not approve the Satellite Symposia/workshops programme, each party will be entitled to cancel the Satellite Symposium booking without paying any penalty for the cancellation or for any damages caused by the cancellation to the other party. Accordingly upon such cancellation, neither of the parties will have any claims, demands or suits towards the other. The company, in addition to the support fee, must cover all speaker expenses, including registration fees, accommodation and travel expenses. This also applies in the case where the speakers have already been invited by the event organisers. Satellite Symposia/workshops will be indicated in the programme as: Industry Session/Satellite Symposia by- Company name. Satellite Symposia/workshops Programmes will be included in the Industry Support and Exhibition Section of the Programme (subject to receipt by publishing deadline) and online. 10
BRONZE SUPPORTER PACKAGE 10,000 Registration: 2 full registrations Product theatre: A 15 minutes presentation in the product theatre during one of the coffee breaks Exhibition Space 12m2 Exhibition space (additional space can be purchased at a reduced cost of 350 + VAT* per square meter) (subject to completion of the Exhibition Booking Form) 3 exhibition badges Advertisement (one Item to choose from) Inside page Colour Advertisement in the programme One Insert in the conference bags to be provided by the Company GENRAL SUPPORTER PACKAGE 5,000 Registration: 1 full registration Exhibition Space 6m2 Exhibition space (additional space can be purchased at a reduced cost of 350 + VAT* per square meter) (subject to completion of the Exhibition Booking Form) 2 exhibition badges Advertisement (one Item to choose from) Inside page Colour Advertisement in the programme One Insert in the conference bags to be provided by the Company 11
PROMOTIONAL SUPPORT OPPORTUNITIES CONGRESS BAGS 10,000 Supporter will provide the funds for the bags. Bags will be branded with the event branding and logo and the company s logo. Support will be recognised on the bag with Supported by... and a company logo only. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. CONGRESS BADGE LANYARDS 8,000 Supporter will provide the funds for the lanyards. Lanyards will be branded with the event branding and logo and the company s logo. Support will be recognised on the lanyard with a company logo. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. NOTEPADS OR PENS 4,500 per item Supporter will provide the participants notepads and/or pens. Notepads and pens will be branded with the Company name / logo. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. Supporter to cover shipping costs and fulfil shipping instructions and deadlines. CHARGING BOX 4,000 per box Delegates are using their phones and laptops that need to be regularly charged. Charging stations are quickly becoming a standard and popular feature of modern conferences. The box will be branded with your company logo; the LCD screen can display any video or promotional message you wish to share with our attendees. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. 12
DIGITAL/TOUCH SCREEN SIGNAGE 4,000 per screen Interactive touch screen signage provides basic information about the Symposium, programme schedule, and floor plans. The type of touch screen stand may vary from the one shown on the picture. Your logo will be placed on the signage itself. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event WI-FI SERVICE 7,000 The Wi-Fi connection will be available in the main areas of the Prague Congress Centre during the Congress. Participants can access the service from their mobile phone, tablet, or laptop computer. Choose the password access for the Wi-Fi connection Your web page will be the 1 st page to open when trying to get connected to the Wi-Fi. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. INTERNET SERVICE AREA 7,000 The Internet Service Area is the central hub for digital services at the Congress. Computers will be available, but most useful will be the printers available for delegates. The Digital partner will have their own screen saver, mouse pads (provided by the sponsor), password access, and 1 st landing web page. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. SPEAKERS READY ROOM 5,000 Facilities will be available at the venue for speakers to prepare their presentations. Company s logo on signage at the entrance to the Speakers ready room Opportunity to provide company s mouse pad at each workstation Opportunity to display company logo on screensavers Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event 13
WELCOME RECEPTION/NETWORKING EVENT 30,000 (Sole Supporter) Supporter will have the opportunity to promote itself through a networking reception on the first evening to which all registered attendees are invited. Hospitality and any activities provided will be in compliance with all relevant industry codes. Supporter s logo on sign at the entrance to the Welcome Reception Opportunity to provide items bearing company logo for use at the event Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event COFFEE BREAKS 4,000 Per break or 7,000 For an entire day Coffee will be served during breaks in the exhibition area. Hospitality provided will be in compliance with all relevant industry codes. Opportunity to have a one day/one break display of company s logo at the catering point located within the exhibit area Opportunity to provide items bearing company logo for use during the supported break Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event LUNCH 5,000 Per day 12,000 For the entire duration of the congress Lunch will be served in the exhibition area. Hospitality provided will be in compliance with all relevant industry codes. Opportunity to have a display of company s logo at the catering point located within the exhibit area during lunch time Opportunity to provide items bearing company logo for use during the supported lunch Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event 14
CORPORATE SUITES / MEETING ROOMS Price depending on the size of the room An opportunity to hire a room at the venue that will be used as a Corporate Suite. The supporting company will be able to host and entertain its guests throughout the event. Companies will have the option to order catering at an additional cost. Hospitality provided will be in compliance with all relevant industry codes. Opportunity to brand the corporate suite Acknowledgement on directional signage outside suite 15
ADVERTISING SUPPORT OPPORTUNITIES Advertisements are available in the following Congress publications: FINAL PROGRAMME ADVERTISEMENTS Category Price (exl. VAT) Back cover page Inside cover page Inside back cover page Inside page 3,500 3,000 3,000 2,500 MINI PROGRAMME 4,500 Opportunity to provide an advertisement to be placed on the back cover of the mini programme Alternatively, support will be acknowledged on the back cover as: Supported by... and a company logo only Support will be recognised in the Industry Support and Exhibition section of the programme, on the event website, and on signage during the event PPT SLIDE ADVERTISEMENT ON THE MAIN HALL (during coffee breaks and lunches) 2,500 per day Opportunity to provide an advertisement to be placed on the screen in the main hall during coffee breaks and lunches (including 10 minutes directly before plenary lectures) BAG INSERT 2,500 Inclusion of promotional material, 1-page leaflet, which will be handed out with the program upon registering to the congress. Material should be provided by Supporter and approved by the Secretariat. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event BOOKMARK 3,000 (Limited to one company) Opportunity to brand a bookmark which will be insert to the final programme and handed out in the congress bags. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event PROMOTIONAL MATERIAL DISPLAY TABLE 1,000 Opportunity to place up to 1,500 flyers on the congress display table. Note that the material should be provided by Supporter and must be approved by the Secretariat. 16
ADVERTISING INSIDE THE CONGRESS CENTRE BETWEEN FLOORS 4,000 For FEBS 2018, 3 different floors will be used by delegates. On the 2 nd floor will be the exhibition and poster area with the catering stations for coffee breaks and lunches. Take the opportunity to advertise between the registration and exhibiting floors with the Congress logo. Price is for 2 panels size 200cmX369cm ADVERTISING OUTSIDE THE CONGRESS CENTRE 5,000 The below picture shows you the view when exiting the Metro station. This branding is the perfect way to be visible not only for FEBS 2018 s participants but also for the general public. Price 1 glass window size 201cmX344cm FOOTPRINTS 2,500 Footprints will be placed on the way from the subway to the Congress Centre. Its role is to navigate delegates to the venue. Logo of the sponsor will be placed on each footprint together with the logo of the event. 17
EXHIBITION The commercial/technical Exhibition will be held in the Prague Congress Centre. The floor plan has been designed to maximise Exhibitors exposure to the delegates. EXHIBITION OVERVIEW SQM - SPACE RAW SPACE BOOTH EQUIPMENT PACKAGE EQUIPPED BOOTH 6 sqm 2700 1200 3900 9 sqm 4050 1800 5850 12 sqm 5400 2400 7800 EXHIBITION RAW SPACE 450 EUR / 1 sqm Space only, minimum order 6 sqm Note: Space only does not include any furniture, electrical usage or stand cleaning. All these services and others will be available to order in the Exhibitors Technical Manual. BOOTH EQUIPMENT PACKAGE Minimum order 6 sqm White panels/silver alloy construction Electricity supply 220V / 3,5 kw incl. 3 sockets Fascia board company name Daily cleaning Carpet 1 round table and 4 chairs Spotlights (1 spotlight per 3 sqm) 200 EUR / 1 sqm ADDITIONAL BENEFITS: When you exhibit your company will receive the following additional benefits: Listing as an Exhibitor on the Website prior to the Congress with link to the Company website Listing and profile in the Industry Support and Exhibition section of the Programme. Company name on Exhibition signage during Congress. Listing as an Exhibitor on the Congress App. 18
ALLOCATION OF EXHIBITION SPACE Space Allocation will be made on a first come, first served basis. A completed Exhibition Booking Form and Contract should be faxed / emailed to ensure reservation of a desired location. Upon receipt of the Exhibition Booking Form and Contract, space will be confirmed and an invoice will be mailed. Please note that three alternative choices should be clearly indicated on the application form. Space allocations will be made in the order in which application forms with payment are received. SITE INSPECTIONS Exhibitors and Supporters are free to visit the Congress venue at their convenience. Contact the venue directly to make the necessary arrangements. EXHIBITOR REGISTRATION All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Each exhibition booth comes with 2 exhibitor registrations per every 6 sqm. Any additional exhibitors will be charged an exhibitor registration fee of 250 EUR. Companies may purchase a maximum number of exhibitor registrations, as follows: Booths of up to 60 sqm 15 exhibitor registrations Booths larger than 60 sqm 25 exhibitor registrations Exhibitor registrations allow access to the exhibition area only and are to be used by company staff only. An exhibitor registration form will be included in the Exhibitor s Manual. EXHIBITORS TECHNICAL MANUAL An Exhibitors Technical Manual outlining all technical aspects of exhibiting will be circulated 3 months prior to the Congress and will include: Technical details about the Venue Final exhibition details and information Contractor details Services available to exhibitors and order forms Please note that all materials entering the venue incur a handling charge. This includes materials for inserts and display In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the Pre-Advise form included in the shipping instructions when you receive either the Exhibition or Symposia Technical Manuals EXHIBITOR PROFILE Upon receipt of the booking form, you will be asked to upload a 100-word Exhibitor Company/ Product profile to a provided link. This will be published in the list of exhibitors in the Industry Support and Exhibition section of the Programme and in the Congress App. 19
ADDITIONAL INFORMATION FOR SUPPORTERS & EXHIBITORS CONTRACTS & CONFIRMATION Applications for Support and/or Exhibition must be made in writing with the enclosed Booking Form. SUPPORTERS Once a Booking Form is received, an official confirmation of this reservation will be sent to you with an accompanying invoice. Upon receipt of this Booking Form and Contract, the organiser will reserve the items listed. Completion of this form by the Supporter shall be considered as a commitment to purchase the items. EXHIBITION TERMS & CONDITIONS The Terms and Conditions of exhibiting are included in this Prospectus. Please note that signing of the BOOKING FORM AND CONTRACT indicates acceptance of these Terms and Conditions. The Booking Form will be held as a valid liable contract, by which both parties will be bound. Please note that signing on this form indicates acceptance of the below Terms and Conditions. This Booking Form will be held as a valid liable contract, by which both parties will be bound. Once an Exhibition Booking Form is received, a confirmation of exhibition will be mailed to you with an accompanying invoice. SUPPORT TERMS & CONDITIONS Terms and Conditions are included below. VAT INFORMATION VAT (Subject to Change) All Supporter prices are exclusive of VAT, and are subject to VAT at the local rate which will be added to the invoice. Ensure that your EU VAT number appears on the Book Form to enable be invoiced without VAT upon reverse charge rule. 20
BOOKING FORM AND CONTRACT Please complete all details and send to: Jana Dvorakova FEBS 2018 C-IN, 5.kvetna 65, 140 21 Prague 4, Czech Republic Tel: +420 777 791 252, E-mail: jana.dvorakova@c-in.eu CONTACT NAME: COMPANY NAME: ADDRESS: CITY: POST / ZIP CODE: COUNTRY: TELEPHONE: FAX: E-MAIL: WEBSITE: VAT NUMBER: I would like to book the following Items for participation at the Congress: Educational sponsorship items Price in excl. VAT Please Mark Educational grant in support of an 11,000 existing session Posters support 3,500 Push notifications in the congress App 1,500 Sponsorship Categories Price in excl. VAT Please Mark Gold package 35,000 Silver package 20,000 Bronze package 10,000 General Supporter 5,000 21
Promotional Sponsorship items Price in excl. VAT Please Mark Congress bags 10,000 Congress badge lanyards 8,000 Notepads or Pens 4,500 per item Charging box 4,000 Digital touch screen signage 4,000 Wi-Fi Service 7,000 Internet Service Area 7,000 Speakers ready room 5,000 Welcome reception/ Networking Event 30,000 Coffee breaks Lunch Meeting room 4,000 per break or 7,000 for the entire day 5,000 Per day 12,000 For the entire duration of the congress Price upon individual offer 22
Advertisements sponsorship items Price in excl. VAT Please Mark Final programme- Back Cover page 3,500 Final programme- Inside back cover 3,000 Final programme- Inside front cover 3,000 Final programme-inside page 2,500 Mini programme 4,500 PPT slide advertisement on the screen in the main hall during breaks 2,500 Bag Insert 2,500 Bookmark 3,000 Flyer display 1,000 Inside signage 4,000 Outside signage 5,000 Footprints 2,500 Total Amount (please complete) DATE: SIGNATURE AND COMPANY STAMP All indicated prices are exclusive of VAT 21% (subject to changes). Companies registered in the EU with a valid VAT number will be charged without VAT. 23
EXHIBITION ORDER FORM Please complete all details and send to: Jana Dvorakova FEBS 2018 C-IN, 5.kvetna 65, 140 21 Prague 4, Czech Republic Tel: +420 777 791 252, E-mail: jana.dvorakova@c-in.eu CONTACT NAME: COMPANY NAME: ADDRESS: CITY: POST / ZIP CODE: COUNTRY: TELEPHONE: FAX: E-MAIL: WEBSITE: VAT NUMBER: LIST OF ITEMS SELECT ITEM (X) Nr/Pcs/Code PRICE EUR (excl. VAT) Exhibition raw space sqm Booth equipment sqm Booth position nr. Name to appear on fascia TOTAL: DATE: SIGNATURE AND COMPANY STAMP SPECIAL NOTES: Please indicate if your stand must be located adjacent to or opposite the following companies, or if special configuration is required: All indicated prices are exclusive of VAT 21% (subject to changes). Companies registered in the EU with a valid VAT number will be charged without VAT. 24
CONTRACT Provisional Booking The item will be released if not confirmed within 14 days. Please send me a contract and first deposit invoice TERMS OF PAYMENT 60% upon receipt of first invoice 40% by January 7th, 2018 (6 months before the congress) All payments must be received before the start date of the Congress. Should the Supporter fail to complete payments prior to the commencement of the Congress, the Organiser will be entitled to cancel the reservation while cancellation will be subject to cancellation fees as determined below. Reservations made less than 6 months before the Congress will be subject to 100% payment upon reservations. Companies registered in the EU with a valid VAT number will be charged without VAT. PAYMENT METHODS Option 1: Payment by Bank Transfer. Please make drafts payable to: FEBS 2018. Bank account and other details for this payment will be stated on the invoice. Bank charges are the responsibility of the payer. Option 2: Payment by online credit card payment (please note this option in the order form and the link for the payment will be sent to you. CANCELLATION / MODIFICATION POLICY Cancellation / modification of items must be made in writing to the Sponsorship and Exhibition Manager: Jana Dvorakova E-mail: jana.dvorakova@c-in.eu The organisers shall retain: 10% of the agreed package amount if the cancellation/ modification is made before January 7th, 2018, inclusive 50% of the agreed package amount if the cancellation/ modification is made between January 7th, 2018 and May 7th, 2018, inclusive 100% of the agreed package amount if the cancellation/ modification is made after May 7th, 2018 We accept the contract terms and conditions (listed below) and agree to abide by the Guidelines for Industry Participation for the Congress. I am authorised to sign this form on behalf of the applicant/company. Signature: Date: 25
TERMS AND CONDITIONS These terms and conditions are the contractual agreement between C-IN (the"organiser") and the "Exhibitor/Supporter". Application to Participate Application to participate will be considered only if submitted on the appropriate forms, duly completed. Registration will be confirmed insofar as space is available. Applicants will be informed in writing of the acceptance or refusal of their application. In case of refusal, all payments shall be fully refunded. In case of acceptance Exhibitor/Supporter will be bound by the terms and conditions listed herein and/or in the prospectus and/or any other contractual agreement between the parties. Obligations and Rights of the Exhibitor/Supporter Registration implies full acceptance by the Exhibitors/Supporters of the exhibition/supporter regulations. Any infringement of these regulations may lead to immediate withdrawal of the right to participate in the congress without compensation or refund of sums already paid, and without prejudice to the Exhibitor/Supporter. By submitting an application to participate, the Exhibitor/Supporter make a final and irrevocable commitment to occupy the space/items allocated and to maintain his/her/it installation until the date and time fixed for closure of the event.the Exhibitor/Supporter may only present on his/her/it stand or space the materials, products or services described in the application to participate. No advertising on behalf of firms nor exhibiting is permitted in any form whatsoever. Transfer or sub-letting of all or part of the allocated spaces/items is prohibited. Obligation and Rights of Organiser The Organiser undertakes to allocate to the Exhibitor/Supporter a space/supporter items on the basis of the preference expressed by applicants. Application will be considered in order of receipt of application forms accompanied by payment. The Organiser reserves the right, in case of absolute necessity, to modify the positioning of stands, with no obligation to provide compensation to Exhibitor/ Supporter. The Organiser reserves the right to offer to a different firm any stand, space or supporter item that has not been occupied by the event of the opening of the congress, with no obligation to provide compensation to the defaulting Exhibitor/ Supporter. Liability / Insurance Equipment and all related display materials installed by Exhibitor/ Supporter are not insured by the Organiser, and the Organiser under no circumstances will be liable for any loss, damage or destruction caused to equipment, goods or property belonging to Exhibitor/Supporter. The Exhibitor/Supporter agrees to be responsible for his/her/its property and employees/agents and any other third party who may visit his/her/its space. The Exhibitor/ Supporter shall hold harmless the Organiser from any and all damages/claims, including those usually covered by a fire and extended under a coverage policy. The Exhibitor/Supporter will purchase insurance policies for the above listed damages. Exhibition Regulations The exhibition manager (the "Exhibition Manager"), acting under direction of the organizing committee, has the final decision as to the acceptability of displays. Exhibitors/Supporters are not allowed to share with others any space allotted to them without prior written consent by the Exhibition Manager. The Organiser reserves the right to alter the general layout or limit the space allotted to each Exhibitor/Supporter, postpone the exhibition or transfer it to another site if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the Organiser will not be held liable for any expenses incurred other than the cost of exhibit space rental fees.all exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, damaging the premises or the leased equipment. Exhibitor/Supporter is kindly requested to allow sufficient see-through areas, which ensure clear views of surrounding exhibits. In standard booths, height is restricted to 246cm. Exhibitors/Supporters are responsible for the cost and execution of the design, installation and delivery of their display to (and its removal from) the exhibition site. Further, Flammable materials are not allowed to be utilised. Equipment displayed or demonstrated must be installed with strict adherence to safety measures. The Exhibitors/Supporters undertake to observe the timetable designated for completion of their display before the exhibition opening and its dismantling at the close of the exhibition. No dismantling or packing of the display before the designated hour is allowed. It is the Exhibitor's/Supporter's responsibility to pack and remove or consign for shipment all items of value prior to leaving their exhibit unattended, otherwise the Organiser will arrange for their removal at the Exhibitor's/Supporter's risk and sole expenses. Exhibitors/Supporters are obliged to ensure that their stands are permanently staffed during the exhibition opening hours. Payment is to be made in accordance with the conditions of payment listed in the prospectus. Should the Exhibitor/Supporter fail to make such payment on time, the Organiser shall be entitled to terminate the contract, withdraw confirmation of acceptance, make other arrangements for the space/supporter items or seek compensation for non-fulfilment of contract. Participation by Exhibitor/Supporter is dependent upon compliance with all rules, regulations and conditions stated herein. Access to the exhibition is authorised on presentation of a badge issued by the Organiser. Exhibitor's/Supporter's badges will not be mailed in advance and may be collected from the Exhibition Manager s desk on the exhibition commencement date. The Organiser ensures daily cleaning of the aisles. Exhibitors/Supporters are responsible for the cleaning of their stands. The provision of refreshments for the participants by Exhibitor/ Supporter is only permitted if the catering regulations of the exhibition building concerned are observed. All demonstrations or instructional activities must be confined to the limits of the exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighbouring exhibits. The exhibition management reserves the right to require the Exhibitor/Supporter to discontinue any activity, noise or music that is deemed objectionable. Exhibition areas and fittings made available to Exhibitor/Supporter must be handed back in their original condition. In case of damage or loss of equipment provided, or damage to areas occupied, repair and replacement will be charged to the Exhibitor/Supporter. Any special decoration or fittings must be submitted to the Organiser for prior authorisation. Advertising panels and display are not permitted outside the exhibition areas allotted to the Exhibitors/Supporters. The Organiser will not approve stands, which do not comply with the accepted standards, until the necessary changes have been made. Industry Code of Practice It is the Exhibitor s/supporter s responsibility to comply with the local authority s regulations, EFPIA (European Federation of Pharmaceuticals Industries & Associations) www.efpia.eu and IFMPA (International Federation of Pharmaceutical Manufacturers & Associations) www.ifpma.org code of practice on the promotion of medicines. Failure to comply with these regulations may not be used as a ground to declare the contract void. Failure to comply with the rules and regulations will not expose the Organiser to any suits, demands by the Exhibitor/Supporter or any other third party. CME Absolutely no promotional activities will be permitted in the same room immediately prior to, during, or after a CME activity. Exhibit materials must be in a room or area separate from the education and the exhibits must not interfere, or in any way, compete with the learning experience. All promotional activities including interviews, demonstrations, and the distribution of literature or samples must be made within the Exhibitor's/Supporter's space only; canvassing or distributing promotional materials outside the Exhibitor's/Supporter's rented exhibit space is not permitted. 26